In the last few weeks, we’ve talked about annual conferences for membership associations. There’s something else to consider around this time of year as well: Annual General Meetings. While conferences can be a fantastic way to generate interest and provide benefits for members, an AGM serves a slightly different role.
A membership association’s AGM is a requirement rather than an option, and it’s a great way to involve members and allow them to have their say. It’s important to make sure that plenty of notice is given before an AGM in order to allow members to register for it. There will be a minimum requirement noted in your Company Articles (if a Limited Company) or the organisation’s Constitution or governing documents for other structures. It’s particularly important to give a longer notice period if it’s being held in-person rather than online as this will allow you to confirm numbers with a venue. You could even hold it during your conference to encourage attendance, which will allow you to build it into your conference planning.
But what should you make sure you include in your AGM?
Review of the Year
Allow those on your Board to present a review of the year. A Chair or CEO’s report is particularly good for giving an overview of your organisation’s actions and activities. If you are required to present accounts to the membership, the AGM is also the place for this. Any other members of the Board who would like to contribute can also be added to the agenda for the AGM – this might include a Company Secretary or a Membership Officer, for example. It’s important to keep your members apprised of what the organisation that they are associated with has been doing for the sake of transparency and honesty, and the AGM is where to do it.
Election of Officers
The AGM is a forum for members to have their say, and part of this is the election of Board members for the coming year. If someone’s term is at an end or they are stepping down, somebody else will be needed to step into the position. Requests for nominations can be sent out in advance, and if you would like to allow members to vote in absentia it’s important to have a deadline for these votes to be placed ahead of the meeting. However you run your election, you can declare the results at your AGM.
Plan for the Upcoming Year
It’s just as important to look to the year ahead as it is to share what’s happened in the one that’s just finished. By using the AGM to share plans for what’s yet to come, you’ll give members a chance to contribute their own thoughts, ideas and opinions on what’s being proposed. Depending on what needs to be considered, this could include a vote, a discussion, or even simply the opportunity to ask questions.
How We Can Help
While there are a huge number of benefits to being part of a professional membership associations management committee, it’s important to realise that there are heavy responsibilities. Many tasks can seem quite daunting or time consuming, which is why it’s important that you fully understand what is required.
There are plenty of resources to allow you to do your own research or you can employ a reliable administration management team, either in-house or as outsourced support.
At Cygnul we work in partnership with our clients and are seen as trusted advisors to the Board. We can undertake the full range of membership, secretarial and bookkeeping services as well as offering advice and support to associations around the UK. If you want to explore how these services could help your organisation, please get in touch with us.